University Administrational Org Hierarchy

On this page:

The University Budget Office manages the University Administration Organizational Hierarchy. This hierarchy affects many aspects of campus reporting. The basic function of the hierarchy is to define parent-child relationships and group information such as employees and financial data.

Submission of Org Code Change Requests

Reading the guidelines on this page will help Budget Officers prepare the information that is required on the form.

Upon submittal of an Org Code Change Request, a Budget Officer will receive an email confirmation and the University Budget Office will be notified.

When should it be submitted?

Please see the FY15 quarterly schedule.
Org Code MOVE Change Requests are accepted during the 2014-2015 academic year, but they will only take effect on September 1, 2015, at the beginning of the next fiscal year.

If you have any questions about the online request form, please contact Mike Ling.

Inactivate

Insert

If the Budget Officer chooses ORG CODE INSERT, s/he must also provide:

(PLEASE NOTE: If you wish to submit an "ORG CODE INSERT" request, please contact Mike Ling in the University Budget Office via email, and they will assist you directly. Do not use the online form, as it is not currently set up to receive requests of this type. )

The new Org Code ID that you want to insert (4 alphas)

The existing Child Org Code above which you want to insert the new org code (4 alphas)

Please note that the Child Org Code must not have any children

The new Org Code will receive the current descriptions of the Child Org Code, including:

Official Name

Display Name

30-Character Name

You must specify the new names of the existing Child Org Code, including:

Official Name

Display Name

30-Character Name

Example:

If a current hierarchy looks like:

OrgABC - NameA

OrgXYZ - NameX (where OrgXYZ has no children orgs, but owns PTAs

If the budget officer desires to add a new org called "Org GHI" as a child of "OrgXYZ", this is not allowed, because leaf-level orgs, which normally have PTAs, will no longer be leaf-level, and can't hold PTAs any longer. To work around this requirement, the budget officer can submit a "Org Code Insert" request. To illustrate:

After an Org Code Insert Request, the hierarchy may appear as

OrgABC - NameA

OrgGHI - NameX (is the newly inserted org, receiving OrgXYZ's names)

OrgXYZ - NameG (is the existing org which receive new names, continues with no children, continues with current PTA

Explanation of Terms

Names of Org Code

Official Name: Longer, formal name of an organization

Display Name: "Everyday" name; what an organization generally calls itself or as it's generally known. Widely used by systems.

For many Org Codes, the Official and Display names are the same.
Here are two examples where they differ:

Official Name: Iris and B. Gerald Cantor Center for the Visual Arts

Display Name: Cantor Arts Center

Official Name: J. Hugh Jackson Library

Display Name: Jackson Library

30-Character Name: Name that could be used by any system that needs a name of 30 characters or less (e.g. in column heading).

Here is an example:

Official Name: VP for Business Affairs and Chief Financial Officer Operations

30-Character Name: VP for Bus Affairs/CFO Ops

Org Suspense Account

Similar to the Salary Guarantee Account in the legacy system, the Org Code Suspense Account holds salary charges that cannot be properly allocated. This special kind of Project-Task-Award provides a place to charge someone's salary

if there are no charging instructions in Oracle Labor Distribution (for a new employee);

if it is past the end date of the charging instructions in the Labor Schedule;

if the Project, Task, or Award's end date has been exceeded;

if there are "typos" or other errors for hourly employees.

Suspense Accounts must be specified for every Organization in the Org Code hierarchy.

It is possible to assign the same Suspense Account to multiple Org Codes.

Suspense Accounts are administered in the Controller's Office.

Information about Suspense Accounts gathered via the Org Code Change Request form will be forwarded to the Controller's Office for processing.

Staff in the Controller's Office may contact a Budget Officer who originated an Org Code Change Request, if more information regarding a Suspense Account is necessary.